Terms of Service

1. Who we are

Velkeep is provided by Velkeep. You can contact us at the email address on our website.

2. Business customers only

Velkeep is for businesses, such as security companies and their clients. It is not offered to consumers. The person who signs up confirms they are authorised to bind the business to these terms.

3. Your account and users

You are responsible for everyone you add to your account (admins and guards), for keeping their sign-in details secret, and for everything done under your account.

• Give each person their own account; do not share sign-ins.
• Remove or disable people who leave straight away.
• Tell us at once if you think an account has been misused.

4. Free trial

New customers get a free trial of 14 days with all features. No card is needed. If you choose a plan during the trial, the first payment is taken when the trial ends. If you do not choose a plan, the account stops creating new shifts at the end of the trial and your data is kept as described in section 11.

5. Plans, prices and payment

Prices are shown in pounds sterling (GBP) on our website and in the app. VAT is added where it applies. Plans renew automatically every month or year until cancelled.

Payments are taken by Stripe or PayPal. We never see or store your full card number. You agree to keep valid payment details on file.

If a payment fails we will tell you and try again. If it is still unpaid after the grace period shown in the app (normally 7 days), we may pause new shifts until payment is made. You can still sign in, see your data and pay.

We may change our prices by giving you at least 30 days' notice by email. The new price applies from your next renewal after the notice period. You can cancel before then.

6. Cancelling

You can cancel at any time in Billing. You keep access until the end of the period you have paid for, and you are not charged again. Refunds are covered by our Cancellations and Refunds Policy.

7. Your data

You own the data you and your users put into Velkeep, including photos, check records and staff details ("Customer Data"). We use Customer Data only to provide the service to you, as set out in our Data Processing Agreement, which forms part of these terms.

You are the data controller for Customer Data and we are your data processor. You are responsible for having a lawful basis for collecting it, including your staff's location while they are working, and for telling your staff how their data is used. The ICO's guidance on monitoring workers is a good place to start.

8. Acceptable use

You must use Velkeep lawfully and in line with our Acceptable Use Policy. In particular, you must not use it to monitor anyone outside their working time or without telling them.

9. Records and evidence

Velkeep records the time, place and person for each check as reported by the phone. Phones, GPS and networks are not perfect, so records can occasionally be inaccurate or delayed. We provide the records to help you; we do not promise that they will be accepted as evidence by any court, insurer or client, and the service does not replace your own security procedures or judgement.

10. Availability and changes

We work hard to keep Velkeep available and secure, but we do not guarantee that it will always be available or free of errors. We may need to carry out maintenance, and we may improve or change features. We will not remove a major feature you rely on without reasonable notice.

11. Ending the contract

We may suspend or end your account if you seriously or repeatedly break these terms, if payment is overdue after the grace period, or if we must do so by law. Where reasonable we will warn you first.

When your account ends you can ask us for an export of your data within 30 days. After that we delete or anonymise Customer Data within 90 days, except records we must keep by law, such as invoices.

12. Our intellectual property

We own the Velkeep software, design and brand. You get a non-exclusive, non-transferable right to use the service for your business while your subscription is active. Do not copy, resell or reverse engineer it.

13. Confidentiality

Each of us will keep the other's confidential information secret and use it only for this contract, except where the law requires disclosure.

14. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that, neither of us is liable for loss of profit, revenue, business, goodwill or data, or for any indirect or consequential loss. Our total liability under these terms in any 12 months is limited to the fees you paid us in the 12 months before the claim.

We are not responsible for any theft, loss or damage to assets on the sites you guard.

15. Changes to these terms

We may update these terms. We will email you at least 30 days before any change that affects you significantly. If you do not agree, you can cancel before the change takes effect.

16. Law and courts

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.